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What is a Purchase Request?

Purchase Request (PR) is basically a form generated by a user or user department to notify the Procurement Team on purchasing goods or services. It is a method to ensure that supplies and expenses on purchasing are carefully controlled. The PR is routed to the appropriate Approver based on the configured Approval Matrix.

To raise a Purchase Request:

Select Procurement > User >New Purchase Request. The NEW PURCHASE REQUEST page is displayed.

Figure: NEW PURCHASE REQUEST page
The left pane of the NEW PURCHASE REQUEST page displays all the details of the requester such as E-mail address, Employee ID, Employee, Grade, Designation, Reporting Manager, Location, Customer, Department, Team. Select the Tenant from the drop-down list at left pane.
On the GENERAL section of the NEW PURCHASE REQUEST page, fill in the required information. For more information about the fields on the GENERAL section, see Raising Purchase Request Procurement.
Note:

You can add an attachment to this PR. Click the attachment icon to attach.
Click LINE ITEM DETAILS tab. The LINE ITEM DETAILS tab is displayed.

Figure: LINE ITEM DETAILS tab
On the LINE ITEM tab,click on the plus (+) icon. The ADD LINE ITEM pop-up page is displayed.

Figure: ADD PRODUCT pop-up page
On the ADD LINE ITEM pop-up page, fill in the required details about the product required to be procured. For more information about the fields on the ADD LINE ITEM pop-up page, see Field Description.
Click ADD. You can add multiple products based on the requirement. The added products are displayed on the LIST section of PRODUCT DETAILS tab.
Note:
If you want to link the PR with any Service Request (SR) or Work Order (WO), click on the RELATIONSHIP tab after saving or submitting the PR. Under the ADDITIONAL INFORMATION tab, you can add addition information on this PR. The fields available under this tab can be designed on the FORM BUILDER page. For more information, see Configuring Procurement Module Using Form Builder.
See screen shot
On the RELATIONSHIP tab, click the down arrow button and select Work Order or ServiceRequest to link with the PR.

Figure: RELATIONSHIP tab

Once Work Order or ServiceRequest is selected, the RELATIONSHIP pop-up page is displayed. Click SEARCH to view the list of SRs or WOs.
Note:

You can also set the filter criteria to view the list of SRs or WOs.

Figure: RELATIONSHIP pop-up page

Select the SR or WO that you want to link with this PR.
Click LINK. Once linked, the SR or WO is visible in the RELATIONSHIP tab.
Note:

You can also delink the linked SR or WO.
Select the linked SR or WO and click De-Link, as shown in the following screenshot.

Figure: RELATIONSHIP tab
Click SUBMIT.
Note:

If you have a quotation to attach, click PR QUOTATION after saving or submitting the PR. On the PR QUOTATION pop-up page, fill in the required details and click SUBMIT. For more details on PR QUOTATION, see Raising Purchase Request Procurement.

Field Description

The following table describes the fields on the NEW PURCHASE REQUEST page:

Field	Description
PURCHASE REQUEST DETAILS
PR Title	Specify the subject of the Purchase Request.
Department	Specify the Department of the Requester.
Currency	Select the Currency in the drop-down list.
Budget Type	Select the type of budget allocated for the respective department in the drop-down list.
Location	Select the location of the Requester in the drop-down list.
Team	Select the Team in the drop-down list.
PR For	Select the reason to raise this PR among Product, AMC, and Service in the drop-down list.
PR Type	Select the type of the PR from Billable and Non-billable in the drop-down list.
PR Subtype	Select the PR Subtype from the drop-down list. This drop-down field can be disabled from the APPLICATION SETTINGS page. For more information, see Configuring Application Settings.
Remarks	Provide your remarks.
ADD PRODUCT
Product	Type in and search the Product required to be purchased.
Description	Describe about the Product required to be purchased.
Currency	Select the currency in the drop-down list.
Expected Date	Specify the date from the calendar when the product is required to be delivered.
Address	Type in and search the Address of the Requester.
Budget Reference Number	Type in and search the Budget Reference Number.
Preferred Vendor	Select the Preferred Vendor among the approved vendors in the drop-down list.
If Others, Specify	If Others is selected for the Preferred Vendor, specify the Vendor name.
Attachment	Click the attachment icon and attach, if you have any.
Quantity	Specify the quantity of the product to be purchased.
Measurement Unit	Specify the dimensions of the product.
Rule	Select the Tax Rule to add the taxation in the total value calculation.
Unit Rate	Specify the rate of the product per unit.
Tenure	Specify the holding time to purchase the product.
Total	Auto calculated value which is the product of Quantity and Unit Rate.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the NEW PURCHASE REQUEST page.

SHOW LIST

Click SHOW LIST to display the list of Purchase Requests on the PURCHASE REQUEST LIST page. For more information, see Viewing Purchase Request.

COPY PURCHASE REQUEST

Click COPY PURCHASE REQUEST to copy the details from an existing Purchase Request. Type in the Purchase Request Code or select from last 50 Purchase Request and click SUBMIT.

COPY PURCHASE REQUEST section
Figure: COPY PURCHASE REQUEST section

PR QUOTATION

Click PR QUOTATION to attach a quotation and specify the below mentioned information:

Vendor
Select the Vendor from the drop-down list of approved vendors.

Quotation Ref. No.
Specify the reference number.

Quotation Cost
Specify the cost and currency as mentioned in the quotation from vendor.

Quotation Date
Select the date from the calendar, as mentioned in the quotation by the vendor.

Remarks
Provide your remark on the quotation.

Attachment
Attach a copy of the quotation shared by the vendor.

Note:

You cannot attach a quotation once the PR is approved by the next level approver.

PR QUOTATION pop-up
Figure: PR QUOTATION pop-up

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